Student Data & Privacy Rights Policy

OJAS ONE Academy of Excellence is committed to the responsible handling of student data, with particular care given to the privacy of minor students. This policy outlines our practices under the Digital Personal Data Protection (DPDP) Act, 2023 and related Indian laws.

1. Scope

This policy applies to all personal data collected from students, parents, guardians, and enquirers — both through our website and during in-person interactions at our campus.

2. Data We Collect About Students

• Full name, date of birth, gender
• Contact details (phone, email, address)
• Academic records (board, marks, previous school)
• Parent/guardian details (name, phone, occupation)
• Programme enrolment and attendance records
• Internal test scores and academic progress
• Hostel and medical records (if residing on campus)
• Photographs (for ID cards, promotional use with consent)

3. Consent for Minor Students

Since a significant portion of our students are minors (under 18 years), we require explicit consent from a parent or legal guardian before collecting and processing a student's personal data. By signing the enrolment form, the parent/guardian consents to data collection as described in this policy.

4. Purpose of Data Use

• Academic management: tracking attendance, test results, and progress
• Communication: informing students/parents of schedules, results, and updates
• Admissions: processing applications and enrolment
• Safety: identity verification and campus access control
• Promotion (with consent): featuring student achievements in marketing materials
• Legal compliance: maintaining records as required by educational authorities

5. Data Sharing

We do not sell student data. We may share data only with:

• Authorised Academy staff for academic and administrative purposes
• Government bodies when required by law (e.g., NTA for NEET registration assistance)
• Emergency contacts in case of medical or safety incidents
• Technology vendors who process data on our behalf (under confidentiality agreements)

6. Data Security

• Physical records are stored in locked cabinets accessible only to authorised staff
• Digital records are stored in access-controlled systems
• Our website uses TLS/SSL encryption for all data transmission
• Enquiry data is stored on MongoDB Atlas (AWS Mumbai, ap-south-1 region)
• No student financial data (card numbers, bank details) is stored on our website

7. Data Retention

• Enrolled students: Academic records retained for 5 years after programme completion, as required for certification and verification purposes
• Website enquiries: Retained for 12 months from submission date
• Hostel records: Retained for 2 years after departure

8. Your Rights (DPDP Act 2023)

Under the Digital Personal Data Protection Act, 2023, you (or the parent/guardian of a minor student) have the right to:

• Access: Request a copy of personal data held about you/your child
• Correction: Request correction of inaccurate data
• Erasure: Request deletion of data no longer required (subject to legal retention obligations)
• Grievance Redressal: File a complaint if data rights are violated
• Withdrawal of Consent: Withdraw consent for promotional use of data at any time

To exercise any of these rights, email admissions@ojasone.com with the subject "Data Rights Request". We will respond within 7 working days.

9. Child Safety

OJAS ONE Academy takes the safety of minor students seriously. All staff members undergo background verification. Campus access is controlled. CCTV is operational in common areas for student safety. Any concerns regarding student safety should be immediately reported to the Campus Manager or via admissions@ojasone.com.

10. Grievance Officer

For data protection concerns or complaints:
Data Protection Contact — OJAS ONE Academy
Email: admissions@ojasone.com
Phone: +91 96329 06660
Address: Block M, Gangothri Campus, Sunkadakatte, Bengaluru – 560091